FAQ

Chairman

 

Is responsible for presiding over Co-operative meetings to ensure that all matters relating to the running of the site are discussed and any actions executed.

 

Vice Chairman

 

Works in close liaison with the Chairman and must have a full understanding of the work they do and assumes the Chairman’s responsibilities in their absence.

 

Secretary

 

Deals with all the Co-operative’s general correspondence.  Responsibilities include calling all major Co-operative meetings, taking minutes at meetings and circulating them as necessary, keep on file all Co-operative records i.e. letters, minutes etc.  During meetings the Secretary must ensure that all relevant information is available such as quotations, reports etc.

 

The Secretary is responsible for all legal aspects concerning the Co-operative.  All out going correspondence with any legal connotations must be signed by the Secretary, even if the business concerned is the direct responsibility of another Officer.

 

Assistant Secretary

 

Generally, assists the Secretary in their duties.  Deputises in the absence of the Secretary at Co-operative meetings etc.  The Assistant Secretary cannot sign any legal documents on behalf of the Co-operative.  Approval of documents with legal connotations is the sole responsibility of the Secretary.

 

Treasurer

 

Under the present structure there are two Co-operative Treasurers each assuming equal responsibilities, these fall under five headings, detailed as follows.

 

1. Finance Group

 

The Treasurers head this Group from which are drawn the Rent Clerks, Petty Cash Officer etc, who have day to day involvement in the Co-operatives’ financial affairs.

 

1. Rent – Accounting and Arrears Control

 

Analyse rent arrears and initiate Co-operative’s arrears policy when necessary.Provision of a monthly ‘Rent Arrears’ report for the General Committee.Supervising the entry of rents onto weekly cash collected sheets.

 

1. Budget

 

Liaison with Managing Agents when preparing

 

1. Ensuing years budget proposals

2. Biannually drawing up proposed rents for re-registration with the Rent Officer.

 

1. Payment of Bills

 

Finance Group have the authority to pay mandatory items of expenditure such as mortgage and rates etc.Any non-standard items of expenditure to be sanctioned by the General Committee.

 

1. Petty Cash

 

Organise availability of petty cash.Supervision and periodic auditing of the Petty Cash book.

 

Lettings Officer

 

The Lettings Officer is the head of the Lettings/Interview Group with responsibilities which fall under six headings, detailed as follows.

 

1. Lettings Policy

 

            Recommend/amend as necessary and obtain the General Committee approval.  Ensure             approved policy is officially published.

 

1. Applicants Seeking Accommodation

 

            Answering initial enquiries, sending out application forms and assessing same on their             return to ensure relevant criteria is satisfied i.e. the applicant is over 23 years of age, lives,             works or has strong family links to Stevenage.

 

1. Interviews

 

Arrange interview sessions to assess whether applicants have a real housing need and are suitable to the Wisden principles and environment.

 

Notify interview results to applicant, by post.

 

Arrange interview training sessions as necessary.

 

1. New Tenancies

 

Arrange date for commencement and issue Tenancy Agreement, keys and rent book on agreed date, explaining how the rent is to be paid.

 

1. Terminated Tenancies

 

            Advise the Treasurer so that rent situation can be established.  Advise Maintenance Officer             such that flat is inspected to determine whether it is in a tenantable condition or not.  Obtain             keys and a forwarding address from vacating Tenant.

 

1. General

 

To ensure requisite percentage of tenants at Wisden are from the Stevenage Borough Council housing list.

 

Compile Waiting List and Internal Transfer List.

 

Liaise with other housing authorities/organisations.

 

The ultimate objective of the Lettings Officer is to keep the number of ‘voids’ to a minimum at the same time ensuring the Co-operative’s principles are not sacrificed.

 

Maintenance Officer

 

The Maintenance Officer works in conjunction with the Maintenance Administrator and assists in the following.

 

1. Routine maintenance of all flats (internal and external) and lobbies plus the Co-operative’s outside lighting.

 

1. Maintenance of the Amenities Building and general site facilities including the boundary fences.

 

1. Approval, via the General Committee, of alterations particularly of a structural or electrical nature which Tenants may wish to make to their flats and to inspect such alterations on completion.

 

1. Assist the Maintenance Administrator inspecting flats to determine whether they are tenantable or not.

 

1. Safety of internal footpaths during inclement weather.

 

• Social Group

 

This Group is headed by a member of the General Committee.The purpose of this group is to provide various types of activities to bring together members of the Co-operative in a social rather than a business environment to enhance the community spirit.​

 

• Gardening Group

 

This Group is headed by a member of the General Committee.  The responsibility of this Group is to maintain the grounds and keep them in reasonable order.

 

The grounds are quite extensive and need regular grass cutting, weeding and general litter clearing.  On occasions it may be necessary to hire outside contractors for the grass cutting but the weeding and litter clearing can be clearly be done by Co-operative members.

 

Remember this is where you live so please help to keep it tidy.

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THE COMMON ROOM

 

This room is situated in the Amenities Building and is used for Co-operative business such as meetings, interview sessions and social gatherings etc. 

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CO-OPERATIVE NOTICE BOARD

 

This is found affixed to the wall of the Amenities Building.

 

An up-to-date list of all the Co-operative Officers/Committee Member plus emergency contacts in case of property maintenance type problems will always be on display.

 

If you have a problem and need to know who to contact

 

SEE THE NOTICE BOARD

 

MANAGING AGENTS

 

The Managing Agents have offices in the Amenity building and are open to deal with taking rent, general enquiries and to deal with the day to day running of the Co-operative.

 

They also attend all Committee meetings and make sure necessary information is passed to each member by the way of minutes.

 

Although as much of the Co-operative business as possible is conducted by the members themselves it is nevertheless essential that a professional management support is always available to deal with activities and situations where special expertise is required.  Such support will also ensure that there is continuity of the managing agents when Co-operative officers resign or leave Wisden.

                       

Thus, the Co-operative employs Management Agents whose basic role is to advise the General Committee to act on the Committees instructions.  Finance, in particular rent and rent arrears form the bulk of the work and the bills that have to be paid and the property kept in good repair.

 

Certain tasks are always undertaken by the Agent, such as keeping the statutory books at the registered office, acting as a buffer between the Co-operative members and officialdom and keeping a regular check on the bank balance.

 

Office Manager

 

Employed by Wrights to provide overall support to the Co-operative.  Duties include all banking, setting of budgets, dealing with insurance and the general day to day running of the Co-operative. They ensure that all legal aspects and legislation are carried out and also deal with housing authorities for those on benefit or receiving housing benefit.  The Officer Manager is responsible for the hiring of external contractors such as gardeners, cleaners, window cleaners and works closely with the Maintenance Administrator.

 

Maintenance Administrator

 

The Maintenance Administrator is responsible for all the maintenance issues concerning the site including arranging for contractors to attend site for electrical, plumbing and other maintenance issues.  They liaise with the tenants and contractors for works such as kitchen and bathroom renewal, in order to make sure the Co-operative adheres to current legislation.

 

They also work closely with the Lettings Officer in the relet of all properties making sure that all flats meet requirements.

 

They are also responsible for liaising with utility companies and all ensuring that all areas are maintained to a high standard.

 

Implementation of services especially to external areas such as lighting, guttering, roofing and other permanent structures within the buildings/grounds.

 

Implementation of repairs/redecoration, which necessary, to vacated flats.

 

They also deputise in the absence of the Office Manager and provide general support as a Managing Agent.

 

Secretary

 

The Secretary is to provide support to the Office Manager and Maintenance Officer.  They also make sure that all paperwork, notices and lists are kept up to date.